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RFD- 3563 Bylaws   Item #   9. d.    
Regular Council Meeting Agenda
Meeting Date: 04/08/2019  
Title:    C-1054-18 - Third Reading - Council Procedure Bylaw Amendment - Pungur-Buick
Department: Corporate Services  
Strategic Vision Element: This topic relates to all three of the City’s strategic vision elements contained in Council’s Strategic Plan Related Goal:

Information
Request for Decision Summary
Following Council's decision to record votes at all council and committee of the whole meetings, a consequential amendment to the Council Procedure Bylaw has been prepared for Council's consideration. This amendment also addresses opportunities to make more effective use of Committee of the Whole.

Proposed Motion
That third reading be given to Bylaw C-1054-18 - Council Procedure Bylaw Amendment. 
Background/Analysis
Council gave first and second reading to the Council Procedure Bylaw Amendment on March 25, 2019. It is now being brought forward for third reading.  The bylaw is being amended to address the following:
  • To support Council's direction to record all votes made in Council and Committee of the Whole meetings;
  • To provide opportunities to make more effective use of Committee of the Whole; and
  • To change the reference from Alderman to Councillor along with other minor administrative matters.

Recorded votes

On September 10, 2018, Council passed the following motion:
That administration be directed to implement the recording of votes for all council and committee of the whole meetings and bring forward amendments to Council’s procedure bylaw to reflect this direction and that this change be effective beginning with the September 17, 2018 Committee of the Whole Meeting.

 
Amendments to the Council Procedure Bylaw have been prepared for Council’s consideration, to reflect the direction above, with the following changes:
  • Section 78 (e) will be amended to remove recorded votes as a motion or action that cannot be reconsidered.
  • Section 117 will be amended to set out the particulars of how recorded votes will be reflected in the meeting minutes. The voting results will either be stated as unanimously carried, unanimously defeated, or will list the surnames of Councillors present who voted for, against, or abstained from voting on the motion.
Use of Committee of the Whole

Council and the Executive Leadership Team, through the City Manager, have requested clarity on the role of Committee of the Whole as well as opportunities to make more effective use of the committee.

Amendments to the Council Procedure Bylaw have been prepared for Council’s consideration, to reflect the direction above, with the following changes:
  • Section 152.1 is added to provide greater context around the general purpose the committee.
  • Section 153 is amended to add corporate planning to the list of matters the committee may consider.
  • Section 157 is amended to add clarity to the types of motions that may be made by the committee.
  • Section 157.1 is added to further clarify the limitations of the committee in that a decision of the committee is not binding on the City until such time as it has been approved by Council.
Committee of the Whole may provide direction to administration within the framework that has been established through the Council Procedure Bylaw. 

Other administrative matters

The title Alderman is being changed to Councillor throughout the bylaw to recognize the title change and the definition of Administration is being amended to recognize that Committee and Council provide direction to the City Manager who then leads city staff.

A red line version of Bylaw C-724-09 – Council Procedure Bylaw  is provided for reference along with the amending bylaw.
 
Options/Alternatives
N/A
Consultation/Engagement
N/A
Implementation/Communication
Currently recorded voting is being supported through a manual process. The City Clerk's Office has recently launched a project (approved in the 2019-2021 corporate plan) to update the electronic meeting management software and this will include technology to capture and reflect recorded votes electronically.
Impacts
N/A

Fiscal Impact
Financial Implications:
An initiative is being brought forward, through the 2019-2021 corporate planning process, to integrate recorded votes and web streaming into the meeting management system. The financial and resource impacts will also be considered as part of this initiative.
Attachments
C-1054-18 - Council Procedure Bylaw Amendment
C-724-09 Redline

City Council and Committee of the Whole agendas and minutes are posted on the City of Spruce Grove website for information purposes only. These agendas may be changed at the discretion of Council by the addition or deletion of items. Anyone reviewing the draft agenda should do so on the understanding that it is subject to change by Council.

All attachments are in PDF format, and require the Adobe Acrobat Reader plug-in for viewing.

Audio from the most recent City Council and Committee of the Whole meetings are available via podcast on the City of Spruce Grove website.



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